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FLORIDA DEPARTMENTof STATE
Secretary of State Laurel LeeMaria Matthews, Esq., DirectorAmber Marconnet, Assistant DirectorToshia Brown, Chief, Bureau of Voter Registration ServicesKatrina Ferguson, Statewide NVRA Coordinator(Updated July 24, 2020)
Voter Registration TrainingOverview for Offices
Issuing Driver Licenses(Florida Department of Highway Safety and Motor Vehicles and Tax Collectors’ Offices)
Table of Contents
Section 1 •Voter Registration History
Section 2 •General Responsibilities
Section 3 •Electronic Application Intake System
Section 4 •Processing Paper Applications
Section 5 •Non-Compliance
Section 6 •Key Dates and Contact Information
Voter RegistrationHistory
SECTION ONE
NationalVoter RegistrationAct (NVRA)
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(52 U.S.C. § 20501 - 52 U.S.C. § 20511)
Enacted in 1993:
o State law version enacted in 1995 (Chapter 94-224,
Laws of Florida; §. 97.057, Fla. Stat.)
Introduced national procedures for voter registration including:
o Allowed persons to register to vote and to receive driverlicense services at the same time (“Motor- Voter”)
o Designated governmental or public offices/agencies tooffer voter registration opportunities (VRAs)
HelpAmericaVoteAct (HAVA)(52 U.S.C. § 20901- 21145)
Enacted in 2002:
o Replaced outdated voting machines
o Introduced provisional ballot voting
o Required states to create statewide voter registration systems
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Role of DHSMV & Tax Collectors’Offices
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Before 2010:
o Driver licensing/examiner offices serve as front office fordriver license/ID cards and tags
o Responsible for implementing “Motor Voter” part ofNVRA
2010 - present:
o State and county tax collectors’ offices serve as primaryfront offices for issuance of driver license/ID cards
o Shift of frontline responsibility for completing “Motor Voter”
o State DL offices still issue the large percentage of DL/ID issuances)
Motor-Voteris aPartnership
Department of State
• FloridaVoter Registration System (FVRS)
Department of Highway Safety & MotorVehicles
• Driver and Vehicle Information Database (DAVID)
• Daily transfer of electronic voter registration data to FVRS
DHSMV Examiners/CountyTax Collector Offices
• Frontline electronic intake
County Supervisor of Elections
• Role to register eligible voters and remove ineligible voters7
Motor –Voter Role Importance
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500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
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Comparison - DHSMV Voter Apps versus AllVoter Apps (1995-2019)
DHSMV All Apps
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General Responsibilities SECTION TWO
What is Required?
Each time someone
Applies forDL/State ID
Renews for DL/State ID
Changes address
Ask customer
Opt out
change of address will apply unless
customersays no
Inform customer
Information will be sent to Supervisor of
Elections
Certain information
kept confidential
Additional duties
DHSMV’sGoRenew
DHSMV Mail-In Renewal
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UndueVoter Influence
Do not say or do anything that discouragessomeone from registering to vote
Do not reveal any person’s registration information for any purpose other than administration of voter registration
Do not influence or try to influencesomeone to pick a particular political party
Do not display any political party affiliationor party allegiance
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Special Class of
Applicants
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Pre-registrants
Victims of domesticviolence and stalking
High-risk professionals
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Special Class of Applicants:Pre-registrants (§ 97.041(1)(b), F.S)
16 and 17 year olds can pre-register:
o Cannot vote until he or she turns 18 by thatelection
o Pre-registrant status converts automatically in system onperson’s 18th birthday or by registration deadline (bookclosing) of the election in which he or she will turn 18
Statutory right to register belongs solely to the pre-registrant:
o Parental or guardian approval is not required
o No parent or guardian can sign for the pre-registrant
Special Class of Applicants:Domestic Violence and Stalking Victims
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Self-identifies as Florida Attorney General’s AddressConfidentiality Program (ACP) participant and/or
Provides a RED FLAG Address
723 Truman Avenue, Tallahassee
PO Box 6298, 7327, or 7297 with Tallahassee as mailing address
Listed in DAVID as address confidential program participant
Do not intake voter registration
o Special law and process apply for participants (§§ 741.401-.465, F.S.)
o Refer the customer to county SOE for further information and assistance in registering or updating registration record
Special Class of Applicants:High Risk Professionals(§ 119.071, F.S)
Who are they? Law enforcement, correction officers, judges, quasi‐judicial officers, state and U.S. attorneys, guardians ad litem, child abuse investigators, firefighters, human resourcepersonnel, and others and includes spouses and children, etc.
What information is protected?
o Personal identification/location information (address, birthdate, phone number)
o Spouses’ and children’s names
o Duty to redact protected information from public access
Customer must still provide true address for proper assignment of precinct and ballot
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Special Class of Applicants:High Risk Professionals (cont ’d)
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(§ 119.071, F.S)
When does protection apply?
o After written request submitted
o In each agency holding the information in its records
o Applies retroactively
o Department of State Form DOS-119 available on website:dos.myflorida.com/media/696331/dos119-public-records-exemption-form.pdf
How will it be done?
o For voter registration records, a “protected flag” is placedon the record in the statewide and local voter registrationsystem
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Electronic ApplicationIntake SystemSECTION THREE
Overview– In-office Intake
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Florida Driver License Issuance System (FDLIS):
o Designed and maintained by DHSMV
o Simultaneous driver license/ID card - voter registrationelectronic intake process since 2006
HSMV database does not integrate or directly
link with Florida Voter Registration System
Nightly batch file upload of voter registration information FVRS
ApplicantChoice –
To be or notto be avoter?
Right to register or update registrationo Proceed with electronic intake of voter ’s
information
o Presumptive that the customer agrees tosubmit information for voter registrationpurposes
Right to refuse before or during
registration process:
o Verbally opts-out
o Refuses to provide signature affirming oath
Action: Stop intake and recorddeclination
Retain record for two (2) years
Records kept by DHSMV, not the taxcollectors’ offices
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How do you know if person is already registered?
“You don’t know”
Go by what customer says – Supervisor of Electionswill process accordingly based on search of FVRS
Note:Many people think voter registration transfers fromstate to state – IT DOES NOT
Notregistered
Registered
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ElectronicIntake –
Name andDOB
Enter name and date of birth in proper
order:
o First, Middle, Last (Enter name on legal documentation such as passport, birth certificate, etc.)
o Date of Birth (Enter in order of MM/DD/YYYY –month, day, year)
Consequences of data input errors:
o Wrong date of birth or misspelling could create a duplicate registration record
o Misspelling could cause someone to have to vote a provisional ballot because no record found:
Hernandes, Kathy versus Hernandez, Cathy
Date of birth: 7/17/1938 versus 7/17/1983
Suffix in last name field23
Data entry errorsuffix in last name field
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ElectronicIntake –
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AddressValidation
Address entered twice:
o Driver license portion: Entered as single string
o Voter registration portion: Entered in segments– manually parsed
Street validation program:
o Valid Street Address Master Index –Supervisors of Elections compile
o DO NOT OVERRIDE invalid address until:
Review of customer ’s document withproof of residential address
Check for inverted, abbreviated,transposed or omitted letters, numbers, and street suffixes (e.g., Twenty Secondversus 22nd or 22 or Tennessee versusTenn)
Ask customer
Electronic Intake – Address Details
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Residential Address:o Physical presence at address person intends to be residenceo P.O. Box or business address should not be used as
residential address
Special Cases of Residency:o Mobile Home, Houseboat, or Recreational Motor Home:
Address is where a person docks his/her residential riverboat or houseboat or motor home and/or receives mail regularly
o Homeless:
The address of the place where the person regularly receives mail General delivery address at a post office Church address that agrees to accept mail on the person’s behalf Address of a shelter that the person frequents
Electronic Intake –DriverLicense AddressScreen
Single AddressString Entry
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Electronic Intake –VoterRegistrationAddressScreen
Manual parsingentry into eachseparate field
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MotorVoterAddressDrop Down Box
Pre-Direction
Street Type
Unit Type
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WhyAreOptional FieldsStill Important?
Political party selection – Might make the difference if voter can vote in primary election
Former name - Reduces multiple records or same voter
Former out-of-state address – Used to notify other states that person is now registered in Florida and cancel old registration
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WhyAreOptional FieldsStill Important?
Request for assistance at polls – Alerts election staff that
voter might need help at polls and can get help without
having to fill out an oath
Contact information – Provides another way to reach voter about registration or ballot issue
Want to be a poll worker – Provides Supervisors with pool
of potential temp staff for election cycles
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ElectronicIntake –
PoliticalParty
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Voter ’s options:
o Two major parties:
Florida Democratic Party Republican Party of Florida
o Seven minor political parties
o No party affiliation
List of registered political parties:
o Built into system’s pull down menu (next slide)
o Division of Elections’ website:dos.myflorida.com/elections/candidates-
committees/political-parties/
Current voter requests party change:
o “SELECT VOTER PARTY” button
MenuScreen for Political PartyChangeParty Selection Party Listing
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ElectronicIntake –
Signature
Signature image captured at front end
of process
IMPORTANT: Electronic DL/ID card
signature = voter registration signature
Signature on voter record used to verify
signature on:
o Vote-by-mail ballot (VMB)o Provisional balloto Petition for candidate qualifyingo Petition to remove municipal or
charter county officero Citizen initiative petition for
constitutional amendment or public measure
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Signature Image Examples
Cut off Blurry
Incomplete pen strokes
Complete and clear
35If signature is not complete and clear, have them re-sign
Signature Image Examples (cont’d)
Signature image clipped
Signature changes over time
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Warning:VoidedVoterApplications
Voiding, cancelling, or interrupting a DL/ID card transaction does the same to thevoter registration information
You must re-enter voter registration when you re-enter DL/ID card information
Failure to re-enter voter registration means no voter registration information is captured or transmitted
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Electronic Intake – Wrap-up
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Print out inputted voter application information forapplicant:
o Applicant keeps print-out as receipt (see next slide)
Allow person time to review and verify data entered
Accept electronic intake only after person verifies dataentered
Tell the person to contact Supervisor of Elections withintwo (2) weeks if voter registration card not received
State and Tax Collector Offices Voter Registration Receipt
Future option will allowcustomer to opt to receive an email confirmation of the voter registration formwhich will besent in a PDF format.
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County SOE
Determine whether new registration or update
Notify voter of disposition
If complete, issue voter information card
DOS-FVRS
Assign source code Suspend to county SOE for processing
DHSMV
Compile dataUpload nightly file batch to DOS-
FVRS
Tax Collectors’OfficesEnter voter registration
informationCapture DL Signature
Image Upload data to DHSMV
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• Enter voter registration info
• Capture person’s signature
• Update data to HSMV
Tax Collector’s Office
• Compile electronic data
• Upload nightly file to DOS-FVRSHSMV
• Assign source code
• Suspend to county SOE for processingDOS-FVRS
• Accept record as new or update
• If complete,, issue new voter information card. Otherwise send notice of disposition
County SOE
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Processing PaperApplications SECTION FOUR
Types ofPaper VoterApplicationForms
National Mail-In Application
Federal Post CardApplication
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All should beaccepted
Statewide Voter Registration Application
Processing PaperApplications
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If received by mail:
o Keep postmarked envelope with application (even if postmark is unclear or there is no postmark)
If received in-person:
o Stamp date of receipt on applicationo Review application required & optional fields
before the person leaves
Transmit paper application to local county SOEoffice within 5 calendar days
Importance of Postmarkand Date Stamp
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For mailed applications:
o Date of postmark will become voter ’s registration date
o If no postmark or postmark is unclear, date application
received will become voter ’s registration date (except if
received within 5 days of registration deadline, the
deadline becomes the voter ’s registration date)
For in person delivered applications, date of receipt will
become voter ’s registration date
Keep Blank Paper VoterRegistration Applications Available
Keepstocked
• In plain view - easily accessible (office entrance way and work station)
• English and Spanish versions• For pick-up and take out and/or fill-in and drop
off• As back-up in case electronic intake system is
down
Assistance
• Provide same level of help as you would forelectronic intake process
• Remind person to review (especially required fields) and sign application
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How to Obtain Blank Paper VoterRegistration Applications
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Download/print from Division of Elections’ website and copy
them at your office- Statewide Form (English/Spanish)
Order forms from the Division of Elections:
o Include:
Name of the person receiving the shipment
Mailing address (cannot be a post office box)
Contact telephone number
Number of English and Spanish applications needed
Obtain forms from local County Supervisor of Elections
Office
Non-ComplianceSECTION FIVE
Non-Compliance with NVRA -Action
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Who:
o Any person who alleges violation of voter registration orremoval process under NVRA or Florida Election Codecan file a complaint against DOS, SOE, DHSMV / TaxCollector, or a Voter Registration Agency
How:
o NVRA complaint (DS-18) filed with the Department ofState:
https://www.dos.myflorida.com/elections/forms-publications/forms/
Non-Compliance with NVRA -Remedy
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Award of attorney fees and other sanctions
Declaratory and injunctive relief by U.S. Attorney General/Department of Justice
Criminal penalty for knowing and willful violations
Maximum 5-year prison for intentional threats,intimidation, or undue influence as to a person’s ability to register or to vote, or for fraud in voter registration application process
Key Dates and ContactInformationSECTION SIX
Important Dates - 2020 ElectionCycle
Presidential Preference
Primary
PrimaryElection
General Election
March 17 August 18 November 3
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OnlineVoter Registration System
To submit electronicapplication with confirmation receipt
To prefill and print populated application to sign and deliver in person or by mail to the county Supervisor of Elections office
Contact Information Motorist Services Support
• Sharon Watson, Program Manager
• 850-617-2904
Bureau of Voter Registration Services & Program Administration
• Toshia Brown, Chief, BVRS (HSMV verifications/Electronic Submissions)
• 850-245-6225
• Katrina Ferguson, Coordinator for Application Orders
• 850-245-6237
Supervisor of Elections
• Contact information online at Division of Elections’ website
https://dos.myflorida.com/elections/contacts/supervisor-of-elections
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For more information, visit us online at:dos.myflorida.com/elections/
FLORIDA
DEPARTMENTof STATE
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